Employment

Administrative Assistant, Development-National Office, CO

June 19, 2014

Administrative Assistant-Part-time (20 hours/week)

Primarily responsible for providing administrative support to the Development area of ministry (AOM) with minimal supervision. Position requires application of an in-depth knowledge of the organization’s mission, policies and procedures while exercising a moderate level of independent judgment.

Description

POSITION SUMMARY: Primarily responsible for providing administrative support to the Development area of ministry (AOM) with minimal supervision. Position requires application of an in-depth knowledge of the organization’s mission, policies and procedures while exercising a moderate level of independent judgment.

The mission of The Christian and Missionary Alliance (the C&MA) is to know Jesus Christ; exalt Him as Savior, Sanctifier, Healer, and Coming King; and complete His Great Commission:

• Proclaiming the truth of God’s Word by emphasizing the Lordship of Jesus Christ, the person and work of the Holy Spirit, and the imminent return of the Lord Jesus,
• Evangelizing and discipling persons throughout the United States and around the world, incorporating them into Christ-centered, community-focused congregations, and mobilizing them in a missionary effort designed to plant Great Commission churches among both unreached and responsive peoples worldwide, and
• Working collaboratively with other churches and organizations that share the mission and vision of The Christian and Missionary Alliance to extend Christ’s Kingdom.

The individual holding this position must be an active participant in an evangelical Christian church, accept and abide by the Statement on Abstinence from Addictive Practices, accept and live in accordance with the C&MA Statement of Faith, and refrain from behavior which detracts from the Christian testimony of The Christian and Missionary Alliance.

GENERAL PURPOSE:

Customer relations, administrative and financial support, problem solving, and time management.

MINIMUM QUALIFICATIONS:

• High school diploma or GED
• Work of specialized nature
• Training or exposure to this or a similar job in order to develop efficiency or to obtain some background of helpful precedents and principles
• Ability to utilize computerized software applications and operate various office equipment such as telephone, computer monitor, mouse, keyboard, printer, copier, fax, CD/DVD duplication system, and calculator
• Possess a working knowledge of Microsoft Outlook, Internet, Word, Excel, Power Point, Publisher and other software as required
• Utilize a basic knowledge of various computer graphic software and hardware including: Adobe Photoshop, Adobe InDesign, Adobe Illustrator, Adobe Acrobat, Apple Macintosh computers and peripherals, desktop proofing printers, desktop scanners, and media transfer/storage devices.
• 2–3 years of experience providing administrative support in an office setting

POSITION RESPONSIBILITIES:

Personal Contacts

• Establishes and maintains relationships with clients, vendors, and members of the greater Alliance constituency, exercising appropriate discretion and confidentiality
• Provides excellent customer service as requests are received via phone, e-mail, or interoffice; stays informed of available resources/product offered through Communications

Financial

• Processes vendor invoices; journal interoffice charges; reconcile accounts receivable, accounts payable, advance accounts and travel statements; maintains a working knowledge of annual operating budget; monitor Communications bulk storage inventory and purge outdated materials as needed
• Receives and routes voluntary invoice payments for various resources/campaigns

Administrative – General

• Assists Communications staff with administrative details, including but not limited to vendor contracting, supply ordering, product shipping/receiving, travel arrangements, and project scheduling/tracking
• Assists in administration and distribution of regularly scheduled resources/campaigns, including but not limited to Missions Conference, Great Commission Sunday, Year-End, and General Council, the Alliance Video Magazine, Official Directory and work closely with the mailroom to arrange for distribution
• Completes appropriate request forms for scheduled mailings; obtain the appropriate data file, per instructions, for the printing of mailing labels
• Screens, prioritizes, and routes mail, phone, fax, and e-mail communications for Media offices as requested; refer and/or route interoffice correspondence appropriately
• Organizes and maintains office filing system, purging files in accordance with office policy
• Provides assistance as assigned by the Communications leadership team

Administrative – Design

• Assists with the administration of Design tickets through the Ticket Management System (TMS); responsible to integrate projects and requests into TMS and manage flow and oversight of these tickets/projects
• Assists designers in gathering print bid proposals, evaluates bids received, and develop basic knowledge of appropriate vendor(s) for specific projects based on quantity, size, cost, timeframe, and type of printing (digital or offset) required
• Utilizes a basic knowledge of graphic design and computer graphic techniques, print and pre-press production processes in order to assist Communications offices in development of original format, style and layout requirements for assigned publications, promotional art, and visuals
• Demonstrates proficiency in photo/illustration selection and integration into projects

MENTAL DEMANDS:

• Generally routine and uncomplicated tasks with few complications that must be overcome; some resourcefulness, initiative, and ingenuity required
• May need to anticipate problems related to this position or those positions within the area; consults with supervisor on plans of action and may make recommendations; assists supervisor with coordination of solutions with other functions
• Exactness and accuracy are important in this position and lack of accuracy could result in incumbent redoing the task as well as potentially affecting others in the area of ministry or other areas of ministry
• Minimal travel
• May assist with administrative tasks related to managing area budget

IMPACT ACCOUNTABILITY:

• Decisions have minimal impact from a cost standpoint
• Errors are identified relatively early
• Would normally result in loss of own and others’ time to correct
• Would cause some internal confusion and delay
• Practically all work is subject to verification or check
• Limited access to confidential information

ESSENTIAL SKILLS AND ABILITIES:

• Manages time effectively including the ability to organize and manage multiple priorities and the ability to effectively meet deadlines; exposed to minimal and typically planned deadlines
• Routine contacts with others both inside and outside the area of ministry and some contact with others outside the National Office (N.O.) calling for normal cooperation to perform the duties of the position
• Requires some contact with others, to give or obtain needed information or coordinate operations
• Requires use of common courtesy and professionalism
• Performs office tasks including word processing, filing, answering phones, and taking minutes at meetings
• Works somewhat independently without constant direct supervision; demonstrates a desire to take initiative and demonstrate self-motivation
• Effectively handles minimal levels of stress
• Effectively communicates both orally and in written form
• Interacts positively in a team cooperative environment
• Adheres to dress code policy
• Demonstrates a commitment to organization values
• Exercises some discretion and responsible judgment; addresses internal and external customer questions and issues and ensures effective and long-term problem resolution
• Promotes open and honest communication, mutual respect and strong teamwork

NONESSENTIAL SKILLS AND ABILITIES:

Administrative and customer service experience in a nonprofit, Christian organization

REPORTING TO THIS POSITION:

No direct reports

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical demands: While performing the duties of this job, the employee is frequently required to walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; balance; stoop; talk and hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to visually focus.
• Work environment: The duties of this position are primarily conducted in an indoor, office environment with typical lighting, heating and cooling customarily found that type of environment. The noise level in the work environment is usually minimal.

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